SC343: Umoja Managing Services of Consultants and Individual Contractors Process

SC343: Umoja Managing Services of Consultants and Individual ors Process Umoja Managing Services of Consultants and Individual ors Version 18 Last Copyright Modified United 20-November-13 Nations 1

Agenda Course Introduction Module 1: Create Consultant/IC Module 2: Approve Consultant/IC Module 3: Accept or Edit Consultant/IC Module 4: Reports Course Summary Course Assessment Course Survey 2

Introduction Please share with us: Your Name Your Section/Unit # Years with UN Interesting Fact About Yourself 3

Ground Rules Please consider the following guidelines during the training session: Turn your cell phone to silent mode. Please step out of the class to take any important phone call Please do not access your e-mail or the Internet outside of breaks Participate fully in the training session and respect each other s contribution Breaks are included at the discretion of the trainer X X No Phones Do Not Access E-mail Participate Ask Questions Breaks 4

Course Overview The purpose of the Umoja Managing Requests of Services of Consultants and Individual ors course is to explain how to use Umoja to manage services of Consultants and Individual ors (IC s). Prerequisite Review You should have completed the following prerequisite courses: Umoja Overview Umoja Master Data & Coding Block Overview Umoja Requesting and Managing Services of Consultants and Individual ors Overview Umoja Requesting Services of Consultants and Individual ors Process SRM Navigation ECC Navigation Course Duration: 3 hours 5

Course Objectives After completing this course, you will be able to: List the key Umoja roles and responsibilities involved in the Managing Services of Consultants and Individual ors process Explain the steps involved in the process Describe the process for creating, approving and editing a Consultant /Individual or (IC) contract 6

Module 1 Objectives After completing this module, you will be able to: Describe the steps to create a Consultant/IC contract 8

Key Terminology Key Term Business Partner (BP) Master Data Transactional Data SRM (Supplier Relationship Management) Description A person or an organization that has a business interest with UN. A BP can be a commercial vendor, a UN agency, a staff member and so on. Regarding the Consultant and IC process, a BP is an individual who acts as a vendor (such as the Consultant/IC) and provides services to UN Centralized data used to support business processes across the organization. It drives all business transactions, applications, reports and decisions and creates a single source of recording and reporting for an organization. It is shared or linked across modules avoiding the need to enter data in various application areas Data derived from or entered into a single transaction in Umoja A Web-based Umoja application used specifically for procurement activities. It is also utilized for requesting services of Consultants and IC s 9

Key Terminology Key Term ERP Central Component (ECC) Workflow Shopping Cart Work Overview Allperson Table Description The main Umoja component comprised of various modules in Finance, Funds Management, Real Estate and others Automatic routing of Shopping Carts or other financial/procurement documents to the appropriate person(s) for review and approval Used in Umoja SRM for requisitioning purposes. It is also utilized to initiate the request for services of a Consultant or IC. Approved Shopping Carts are used by HR Partners to create contracts The inbox that alerts a user to all tasks for example, approvals that are required from them in Umoja SRM A system generating Index Number for non-staff members in the field missions (Consultants, IC s and so on) implemented using the self-service My HR online portal 10

Roles & Responsibilities The following Umoja Enterprise roles are involved in the Managing Services of Consultants and IC s process: Requisitioner (Consultant/IC Services) Creates a request for Consultant and IC services in the form of a Shopping Cart Accepts and creates Service Entry Sheets Approver Reviews and then approves or rejects the request for Consultant and IC services at the Shopping Cart level HR Partner Processes approved requests for Consultant and IC services and issues contracts HR Approver (Consultant/IC ) Verifies and approves contracts created by a group of HR Partners Approves Service Entry Sheets 11

Use of Master Records Most of the information required to create a contract in Umoja is automatically populated and derived from the Master Data. This minimizes manual entry and any chance of errors The information populated from Master Data includes: BP Data: This data includes address, email, telephone number, banking details, payment method and term of payment. This data is centrally created and referenced (not changed) by the user Service Data: This data includes Consultant by deliverable (hour/day/week/month) and Individual or (IC) by hour/day/week/month Financial Data: This data includes Cost Center, Funds Center and G/L Account Code Note: The Service Remuneration Rate and Service Conditions (service duration, service beginning and end) are directly derived from transactional data contained in the Shopping Cart. 12

Business Partner Master Data In Umoja, Consultants and IC s are treated like vendors and created as BP s in the Umoja Vendor Master. This facilitates the process of requesting their services, reviewing and approving their recruitment and processing their payment. Key components of the BP Master Data include: Unique ID number BP Number Address, telephone number, email and so on Contact Information BP Banking details Banking Information Currency, payment terms and payment method Payment Condition 13

Umoja BP Master Data The BP number assigned to a Consultant or an IC is a unique number corresponding to the Index Number assigned to the individual in the Allperson Database. A unique index number is assigned to each Consultant and IC The number is used to generate a unique BP record The BP record is used to generate the Consultant/IC s contract Allperson Database Umoja (SRM) BP s Umoja (SRM) BP s Umoja (ECC) BP record and the contract are used to accept services (SES) and generate the payment Improved, Comprehensive Reports 14

Umoja Service Master Record The Umoja Service Master Record: Stores information about services that the UN has previously acquired. These services can be provided by commercial vendors or by Individuals such as Consultants and IC s. This data is centrally located and referenced and is not changed or uploaded by users Provides a consistent source of data when creating a request for services. This saves time and reduces frequency of errors. The complete description of a service is entered in the system only when a Service Master Record is centrally created and it is referenced every time the service is required 15

Key Components of Service Master Record Key components of the Service Master Record include: Type of service (for example, 80111600 Consultant Temporary Personnel) Unique ID of a service (for example, 3000483 Consultant compensated on monthly basis) For example day, week or month Product Category Product ID Basic Unit of Measure Service Master Record Short and long description, GL Account Code derived from product category Other Characteristics 16

Overview of Consultants & IC s Services in Umoja The Consultant and or Engagement process involves requesting and managing the services of non-staff personnel such as Consultants and IC s in Umoja. This process is performed in Umoja SRM and Umoja ECC and involves multiple Enterprise roles. The high-level process flow is outlined below. Requisitioner (Consultant/IC Services) Approver Master Data Maintainer HR Partner Create Shopping Cart Approve/ Reject Shopping Cart Create/ Maintain BP Record Create Consultant/IC HR Approver Requisitioner (Consultant/IC Services) HR Approver AP Approver Approve Consultant/IC Create a Service Entry Sheet Approve a Service Entry Sheet Review/Post Payments Legend Steps performed in Umoja SRM Steps performed in Umoja ECC 17

Process for Consultant/IC This course covers the steps to manage services of Consultants and IC s and to create, approve and edit a Consultant/IC contracts. Requisitioner (Consultant/IC Services) Approver Master Data Maintainer HR Partner Create Shopping Cart Approve/ Reject Shopping Cart Create/ Maintain BP Record Create Consultant/IC HR Approver Requisitioner (Consultant/IC Services) HR Approver AP Approver Approve Consultant/IC Create a Service Entry Sheet Approve a Service Entry Sheet Review /Post Payments 18

Create Consultant/IC After the Shopping Cart is requested and approved, a contract for the Consultant or IC needs to be created. Even though in SRM this contract is called PO, as an end result the HR Partner creates a Consultant /IC contract that will have all the elements currently contained in form P104. The steps involved in the Create Consultant /IC process are as follows: HR Partner Field Index Creator Master Data Maintainer HR Partner HR Partner Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant /IC HR Approver HR Approver HR Partner HR Partner HR Partner Review Consultant/IC Approve/Reject Accept/Edit Print/Upload Close Step in SRM Step in ECC Step outside Umoja 19

Find Shopping Cart Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC The steps to review items in a Shopping Cart and to create an Consultant/IC contract based on specific line item(s) are as follows: 1 Logon to the Umoja SRM portal 20

Find Shopping Cart Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC 2 Click the Procurement tab 3 Click Purchasing in the left pane 2 3 21

Find Shopping Cart Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC 4 Under Central Functions, click Carry Out Sourcing The Sourcing Cockpit will open in a new tab. The Sourcing Cockpit is used in SRM to create PO s and contracts from approved Shopping Carts. 4 22

Find Shopping Cart Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Search for the Shopping Cart that was created by the Requisitioner. 5 Specify the search criteria and click the Search button The suggested way to search for a Shopping Cart is to search using the Purchasing Group field. Select the Purchasing Group that corresponds to your Mission s HR Procurement Unit. Note: You can either enter the Purchasing Group directly or click the Matchcode icon and select a Purchasing Group from the pop-up. 5 23

Find Shopping Cart Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC The Sourcing Cockpit displays all Shopping Cart line items that meet your criteria. A Shopping Cart can be made of several line items, the Sourcing Cockpit displays each item individually. For example: Shopping Cart number 1000000068/3 Line Item number 6 Click the a line item to open the Shopping Cart in a new window 6 24

Review Shopping Cart Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC Within a Shopping Cart, each line item usually corresponds to the individual Consultant or IC. However, they may also correspond to certain deliverables in the case of Consultants hired by Delivery 1 Select the relevant line item to verify the details 2 Click the Details button 2 1 25

Review Shopping Cart Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC 3 In the Item Data tab, verify if the values indicated in the Quantity/Unit, Price/Currency and Required (contract validity) fields are consistent with the TOR, agreed compensation rate and contract duration. 3 Note: Shopping Carts cannot be edit by the HR Partner however, the Price/Currency, Order Quantity, Service and Required period can be modified when you are creating the actual contract. 26

Review Shopping Cart Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC 4 5 Click the Account Assignment tab Click the Details button to view the Account Assignment fields 4 5 27

Review Shopping Cart Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC 7 Verify the values in the Account Assignment Category, Fund and Budget Period fields The Account Assignment Category field, which determines how costs are assigned for a product/service, is generally defaulted to Cost Center. The Cost Center and Fund Center fields contain the defaulted values based on the Requisitioner s department. 7. 7 7 28

Review Shopping Cart Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC 8 Click the Notes and Attachments to review the document uploaded by the Requisitioner in connection with the selection process 8 29

Review Shopping Cart Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC 9 Verify if the following documents have been uploaded as requested by the Standard Operating Procedure on Consultants and Individual ors (Mandatory documentation and required information) : Terms of reference of the assignment Technical evaluation report outlining the selection process, candidates considered and selected candidate Copy of the opening/call for expression of interest issued, when the services of a Consultant or IC are required for more than 6 months PHP of the selected candidate Email confirmation of the fee level from HR 30

Review Shopping Cart Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC 10 If available at the time of creating the Shopping Cart, the Requisitioner may have also uploaded the following documents which are required by the HR Partner to complete the approval of the request for services: Copy of highest education degree/diploma obtained Employment certificate from, or copy of contract with, the last employer Copy of birth certificate Copy of national passport or national ID card Certificate of good health and proof of medical insurance 11 If not uploaded to the Shopping Cart by the Requisitioner, the documentation and information may need to be obtained from the selected Consultant or IC. Based on the information contained in Shopping Cart, the HR Partner will make the decision for each request, for Consultant/IC services (line items), whether to reject that line item or create an HR contract. 31

Review Shopping Cart Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC 12 Click the Delivery Address/Performance Location to verify in which location/region the service of the Consultant or IC is required. 12 32

Extract Index Number Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC In order to create a contract for a Consultant/IC, it is necessary that the selected Consultant/IC is created in Umoja as a Business Partner (BP). a The BP number assigned to a Consultant or an IC is a unique number corresponding to the Index Number assigned to the individual in the Allperson table b The information contained in the PHP and other specific documents will be used to confirm whether an Index Number exists for the Consultant/IC or to issue a new Index Number when no Index Number matching the Consultant/IC personal identification exists To confirm if an Index Number exists we can use the Index Number Request application, which is accessible from MyHROnline. 33

Extract Index Number Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC Logon to My HR Online with your account. From the menu bar, select INDEX NUMBER and click on the submenu FIELD MISSION NON STAFF INDEX NUMBER REQUEST The essential information required for the Index Number Request application is as follows: First and family name as provided in a national passport or national ID card Date of birth as provided in a birth certificate Nationality as provided in a national passport or national ID card Gender as provided in a national passport or national ID card and birth certificate Please refer to the Quick Guide for Field Mission Non-Staff Index Number Requesters for instructions on how to access the Index Number Request application, how to conduct an Index Number search and how to submit a request for creating an Index Number. 34

Create a BP Record Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC In the event that an Index Number already exists for the Consultant/IC, the HR Partner will need to confirm whether a Business Partner (BP) record exists in Umoja for this Index Number. If no BP record exists, then a request to create a new BP must be submitted to the Master Data Maintainer. This request shall be sent via email to umoja-ibp@un.org, attaching the corresponding Umoja Data Maintenance Form - Business Partner form that can be found in the Umoja/Umoja Forms section in iseek (http://iseek.un.org/m245.asp?dept=2182&iid=1920) and the completed Funds Transfer Request Form (for non-payroll payments). 35

Create a BP Record Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC The Umoja Data Maintenance Form Business Partner form should be filled out electronically as some of the fields have drop-down values. In order to create a BP, the following information is required Index Number as provided in the previous step Contact information as provided in the Consultant/IC s PHP and validated by the HR Partner Banking information (if applicable) as specified in the Business Partner Creation form Payment condition as specified in the Business Partner Creation form After a record for a BP is created in Umoja by the Master Data Maintainer, the HR Partner will be able to create the contract in the system. 36

Create a BP Record Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC If a BP record exists, the HR Partner is required to validate that all conditions set forth by ST/AI/20013/4 are met. For previously hired Consultants/IC's, it is the responsibility of the HR Partner to verify the Consultants/IC's UN contract history to ensure that the maximum duration for contracts is not exceeded. While the request for Consultant/IC services and creation of contract is executed in the SRM Umoja portal, the verification of the existence of a BP record and the Consultants/IC's UN contract history is executed in Umoja ECC. 37

Verify BP Record Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC The steps to verify the Consultant/IC s BP record and UN contract history are as follows: 1 Login to the Umoja SAP Production ECC (P1E) system 38

Verify BP Record Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC 2 Enter the T-code ME2L in the Command field to navigate to the Display Vendor transaction 3 Click the Enter icon 3 2 39

Verify BP Record Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC 4 Click the Matchcode icon in the Vendor field 4 40

Verify BP Record Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC In the Vendor popup window select the Vendor (General) tab enter the required details in the following fields to search for a particular name within the search results: 5 City (if known) Name (Consultant/IC Name/Surname*) 5 Wildcard search When the exact search term is not known, the asterisk (*) symbol should be used before or after your search query to signify the search is not an exact search. This will return more results from which to select the correct Vendor. Example: Search for *Pierre* to view a list of all people with the name Pierre anywhere in their name (i.e. In their first, middle, or last name 41

Verify BP Record Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC 6 Delete the Maximum No. of Hits 7 Click the Find icon 6 7 42

Verify BP Record Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC 8 Select the suitable match 9 Click the Enter icon 9 8 43

Verify BP Record Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC Select ALV in the Scope of List field 10 Click the Execute icon when the BP number for the Consultant/IC is populated 11 11 10 44

Verify BP Record: Purchasing Documents Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC 1 Click the Vendor BP number to verify the Consultant/IC information in the Display Vendor screen 1 45

Verify BP Record: Purchasing Documents Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC 2 Review the Address* in the first screen 3 Click the Next Screen icon to scroll to the Consultant/IC Purchasing data screen 4 Click the Back icon to return to the Purchasing document 3 4 *Inform the Master Data Maintainer if the information contained in the BP record need to be updated 2 46

Verify BP Record: Purchasing Documents Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC 5 Verify the list of contracts that have been issued to the selected Consultant/IC In the Purchasing Documents screen 6 Verify the total length of continued contracts to determine the possibility of issuing a new contract and it s maximum duration 7 Double-click the Purchasing Doc. Number if you need additional information on the contract. This will display the HR contract document in a new window 7 6 47

Verify BP Record: Sample HR Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC Here is an example of forms associated with a SAP contract. Review the different tabs to view different types of information associated with the contract. 48

Verify BP Record: Review Service Entry Sheet Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC 1 To review the Service Entry Sheet for the Consultant/IC Service (and attendance record attached to it), click the Purchase Order History tab 2 Click the Invoice receipt number. 1 2 49

Verify BP Validity Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC Verify The information contained in the Display Entry Sheet screen 50

Create Consultant/IC Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC Once verified, the BP profile and overall duration and validity of UN contracts issued to the selected Consultant/IC, the HR partner returns to Umoja SRM portal to create a Consultant/IC contract. 51

Create Consultant/IC Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC After the Shopping Cart has been reviewed, the HR Partner may reject individual line items if the conditions set forth by ST/AI/2013/4 are not met. The steps reject an individual line item are as follows: : 1 Select the line item you wish to reject 2 Click the Reject Items button 1 2 52

Create Consultant/IC Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC Communication must be sent to the Requisitioner about rejected line items outside of Umoja. This is because there is no field in SRM that allows the HR Partner to indicate to the Requisitioner the reason for rejecting a request for Consultant/IC services. Requisitioners are able to view the items rejected by the HR Partner. However, no action can be taken. That is, the Requisitioner can no longer edit the Shopping Cart. Rejected items appear in SRM as cancelled items. New Shopping Carts must be created and approved if the service is still required. 53

Create Consultant/IC Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC Shopping Cart created by Requisitioners are often made by several line items. Each line item contain the request for the service of a selected Consultant/IC. The steps to create a new contract are as follows: Select the appropriate line item(s) to create a contract 1 In the case of Consultants engaged by Delivery, the first line item contains the Consultant total engagement duration while the other line items contained in the Shopping Cart represent a sub-deliverable or task specified in the TOR. Therefore, all line items within that Shopping Cart must be selected. 1 54

Create Consultant/IC Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC 2 Click the Next button 2 55

Create Consultant/IC Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC 3 Select the Purchase Order option from the Create Draft drop-down list 3 3 56

Create Consultant/IC Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC 4 Ensure that Transaction Type is set to ZHRS: Consult/or 5 Click the Edit Selected Drafts button to enter additional details relating to the contract 5 4 57

Create Consultant/IC : Review Overview Tab Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC The Edit Purchase Order tab opens in a new screen. 1 For the selected line item, verify and enter the details in the Overview tab 2 In the Supplier field, enter the BP Number corresponding to the selected Consultant or IC 3 Note: the Purchasing Group in the Consultant/IC engagement process SHALL always display the Mission HR Procurement Unit 3 1 2 58

Create Consultant/IC : Review Header Tab Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC Select the Header tab 1 2 Click the Financial Rules Matchcode to open the Change Purchase Order pop-up window 1 NOTE: the Financial Rule applicable to this process is 105.16 (a)(ii)1 - Exception to the use of Formal Methods of Solicitation - Standardization - Purchase of Equipment/Services. You are encourage to select the Financial Rule as explained in the next slides and to avoid typing the rule in the Financial Rule field as often generate errors 2 59

Create Consultant/IC : Review Header Tab Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC Click the Matchcode box next to the Level 1 field 3 Select Rule 105. 16 in the Level 1 Key pop-up window 4 5 Click the OK button 3 2 4 5 60

Create Consultant/IC : Review Header Tab Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC 6 Select (a)(ii) under LVL2 column and 1 under LVL3 column 7 Click Add Select Financial Rule button to copy the rule on the Financial Rule field 6 7 7 61

Create Consultant/IC : Review Header Tab Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC Select the Ship-to Address field in the Partner area and click Detail 1 2 Verify the information in the Details Ship to Address popup window, edit them if required and click OK 1 3 62

Create Consultant/IC : Review Header Tab Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC 1 Verify and change the Currency (if required) 2 Click the Immunization field Matchcode Select a Immunization item from the Immunization Key dropdown menu and click OK 3 1 2 3 63

Create Consultant/IC : Review Header Tab Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC 4 Click the Purpose of Engagement field Matchcode 5 Select a Purpose of Engagement item from the Purpose of Engagement Key drop down menu and click OK 4 5 64

Create Consultant/IC : Review Items Tab Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC Click the Items tab to review line items 1 2 Select the line item(s) to review and click the Details button. The Item details tabs will then be displayed. 1 2 2 65

Create Consultant/IC : Review Items Tab Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC 3 Select the General Data tab. If necessary from this screen you can edit fields such as Product Id, Required contract duration, Quantity and Gross Price. All changes made during the creation of the contract shall be communicated to the Requisitioner outside of Umoja. 3 66

Create Consultant/IC : Review Items Tab Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC 4 In the same General Data screen populate the Supplier Product Number free text field with the description of the services to be provided by the Consultant or IC 4 67

Create Consultant/IC : Review Items Tab Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC Select the Account Assignment tab 5 6 Click Details to open the Account Assignment screen and review and/or edit the information in this screen (i.e. Cost Center, Funds Center, Fund and Budget Period) 6 5 68

Create Consultant/IC : Review Notes and Attachments Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC 8 Click the Notes and Attachments tab to display the documents that have been carried over from the Shopping Cart to review the documentation, as required 8 2 69

Create Consultant/IC : Review Notes and Attachments Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC 1 Click the Notes and Attachments tab on main Change Purchase Order screen Click the Add button to add additional information 2 1 2 2 70

Create Consultant/IC : Review Notes and Attachments Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC 3 Select Travel Details from the drop-down menu to open the Add Travel Details pop-up window and upload the information on travel to be displayed on the contract 3 71

Create Consultant/IC : Review Notes and Attachments Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC 4 Select Term of Reference from the drop-down menu to open the Add Term of Reference pop-up window and upload a brief term of reference to be displayed on the contract 4 72

Create Consultant/IC : Review Notes and Attachments Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC 5 Click the Add Attachment button to upload additional documents from the Add Attachment pop-up window 5 73

Create Consultant/IC : Review Notes and Attachments Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC If required documents have not been uploaded to the Shopping Cart by the Requisitioner, the HR Partner may need to obtain the following documentation and information from the selected Consultant or IC and upload them to the contract: Copy of highest education degree/diploma obtained Employment certificate from, or copy of contract with, the last employer Copy of birth certificate Copy of national passport or national ID card Certificate of good health and proof of medical insurance At this point, the HR Partner should also request the Consultant/IC to complete and upload the Funds Transfer Request Form (for non-payroll payments) - Form F.249 (9-12) that can be found in the Form section of i-seek. 74

Create Consultant/IC : Check and Order HR Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create Consultant/IC 1 Click the Check button for a final verification of the data in the HR contract 2 Click the Save button to save the contract and complete later if the contract is not ready to be submitted 3 Click the Order button to submit the Consultant IC (PO) for approval This action generate an automated message that notify the HR Approver that a contract (PO) has been created and it is waiting for action. 3 2 1 75

Simulation Activities Throughout this training, users will have the opportunity to conduct activities in the form of simulations. Simulations are interactive recordings of the Umoja system used to help facilitate a hands-on learning experience. The simulation links are provided on the corresponding activity slides. Users can access simulations in three different modes: Show me: Users view a video of an entire transaction being conducted Let s do it together: Users will be prompted to input data at key points during the transaction (recommended) Try it: Users can complete an entire transaction on their own, with no additional instructions provided 76

Activity 1 Transaction Name: Verify a BP Link to the uperform simulation: http://unsapuperform.umoja.un.org/gm/folder- 1.11.4595?originalContext=1.11.4580 77

Activity 2 Transaction Name: Create a Consultant/IC Link to the uperform simulation: http://unsapuperform.umoja.un.org/gm/folder- 1.11.4591?originalContext=1.11.4580 78

Learning Checkpoint 1 Which T-code is used to verify a BP record? Select the correct option. A. ME2L B. FN79K C. RE78AA D. ME56KN 79

Learning Checkpoint 1 Which T-code is used to verify a BP record? Select the correct option. A. ME2L B. FN79K C. RE78AA D. ME56KN Option A is the correct answer. The T-code used to verify a BP record is ME2L. 80

Module 1 Summary The key points covered in this module are listed below: The HR Partner reviews the line items for Shopping Carts with contract request The HR Partner reviews and determines whether to process or reject the line item The HR Partner creates a contract and submits it for approval 81

Module 2 Objectives After completing this module, you will be able to: Identify the steps to approve a Consultant/IC contract 83

Approve Consultant/IC This module covers the steps performed by the HR s Approver to approve an HR contract. HR Partner Field Index Creator Master Data Maintainer HR Partner HR Partner Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create HR Approver HR Approver HR Partner HR Partner HR Partner Review Approve/Reject Accept/Edit Print/Upload Close 84

Review a Consultant/IC Review Approve/Reject The Approver receive a automated message generated by system that notify that a contract (PO) has been created and it is waiting for action. The Approver then clicks the link to the Umoja SRM Portal contained in the message to login to Umoja SRM. The steps to review and approve the HR contract are as follows: 1 Login to Umoja SRM 85

Review a Consultant/IC Review Approve/Reject 2 3 4 5 6 Click the Approvals tab Click Work Overview in the left pane HR s (listed as PO s) with pending approval are displayed in the Tasks tab. Click the Refresh button to refresh the page Click the Subject name link to review a particular contract number. The document will open in a new window or tab. 2 3 4 5 6 86

Review a Consultant/IC Review Approve/Reject 7 Verify the details in the Overview, Header, Items and Notes and Attachment tabs 7 87

Approve/Reject a Consultant/IC Review Approve/Reject 8 9 Click the Approve button to approve the contract (PO). A message is displayed indicating that the contract has been approved. The system will generate an automated message for the HR Partner to notify that the contract has been approved. To reject a contract, click the Reject button and communicate outside of Umoja the reason for rejection along with the actions to be taken. The rejected items are visible in the Workflow of the HR Partner that created the initial contract. 8 9 88

Activity 3 Transaction Name: Approve a Consultant/IC Link to the uperform simulation: http://unsapuperform.umoja.un.org/gm/folder- 1.11.4587?originalContext=1.11.4580 89

Module 2 Summary The key points covered in this module are listed below: The HR Approver reviews the s submitted for approval The HR Approver approves or rejects the contract 90

Module 3 Objectives After completing this module, you will be able to: Explain the steps to accept or edit an Consultant/IC contract Explain the steps to Print/Upload an Consultant/IC contract Explain the steps to close a Consultant/ IC contract Explain the overview of the Service Receipt process 92

Accept or Edit a Consultant/IC If the contract is approved, the HR Partner prints the contract to be signed by the HR Approver and the Consultant/IC If rejected, the HR Partner can: Accept the decision of the HR Approver and delete the contract, or Edit the contract and resubmit it for approval HR Partner Field Index Creator Master Data Maintainer HR Partner HR Partner Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Validity Create HR Approver HR Approver HR Partner HR Partner HR Partner Review Approve/Reject Accept/Edit Print/Upload Close a 93

Accept or Edit a Consultant/IC If the contract was rejected by the HR Approver, follow-up action from the HR Partner may be necessary depending on the reasons for the rejecting the item. The HR Partner may: Accept the HR Approver s decision of rejecting the item, resulting in the deletion of the contract; or Edit a contract to make the required changes, corrections or edits and then resubmit (order) again for approval Below are the steps a HR Partner can perform after a contract is rejected: Accept Decision Delete the Rejected HR Partner Edit Order 94

Accept or Edit a Consultant/IC Accept/Edit Print/Upload Close a The steps to accept or edit a contract in Umoja SRM are as follows: 1 2 3 4 Click Work Overview HR s that require Accept or Adjust action are displayed in the Tasks tab. Click the Refresh button to refresh the page Select and click the pending contract to edit the contract. The Accept changes of Purchase Order screen displays 1 2 3 4 95

Accept or Edit a Consultant/IC Accept/Edit Print/Upload Close a At this point, the HR Partner can either: 3 4 Click the Accept button to accept the decision of the HR Approver and delete the contract Click the Edit button to edit the contract 4 3 96

Accept or Edit a Consultant/IC Accept/Edit Print/Upload Close a If the HR Partner wishes to edit the contract, two pop-ups will display on the screen letting the HR Partner know that the contract will have to go through the approval process again, once the changes are made. The HR Partner then performs the following steps: 5 6 Click the OK button on the first pop-up window Click the Continue button on the second pop-up window 6 5 97

Accept or Edit a Consultant/IC Accept/Edit Print/Upload Close a 7 Enter comments for the HR s Approver in the Internal Notes field 7 98

Accept or Edit a Consultant/IC Accept/Edit Print/Upload Close a 8 Click the Order button to resubmit the contract (PO) for approval 8 99

Print/Upload a Consultant/IC Accept/Edit Print/Upload Close a Now, approved contracts are ready to be printed and signed. To print a contract, the HR Partner can navigate back to the contract in the Display Document screen. 1 Click the Print Preview button to view the approved contract in PDF format. Ensure that the data on the form matches the content from the system and print the PDF document 1 100

Print/Upload a Consultant/IC Accept/Edit Print/Upload Close a Here is an example of a printable for Consultant/IC in PDF format 101

Print/Upload a Consultant/IC Accept/Edit Print/Upload Close a Both the HR Approver and the Consultant/IC must sign the hard copy of the printed contract. At the time of the signature, the Consultant or IC shall also complete and sign the Designation, Change or Revocation of Beneficiary for NON-UN Staff Members form (Form P.2 A-E), which should be witnessed and signed by the HR Partner or Approver. The signed and Designation, Change or Revocation of Beneficiary form are up-loaded in SAP by the HR Partner. NOTE: This action performed in SRM will restart the approval process, which means that the HR Approve will be required to approve the contract once again. We are in the process of implementing an alternate procedure to upload the contract in SAP therefore DO NOT upload the signed contracts for the time being. 102

Close a Consultant/IC Accept/Edit Print/Upload Close a The HR partner is required to close a contract for the following reasons: The Consultant/IC contract is terminated before the expiry date The funds committed for the Consultant/IC to compensate for the Consultant/IC services have not been fully utilized Closing a contract will cause the following consequence. The contract will be no longer utilizable and service cannot be received against a closed contract Residual committed Fund return to the Fund Center 103

Close a Consultant/IC Accept/Edit Print/Upload Close a The steps to close a contract are as follows: 1 2 Navigate the Display Purchase Order screen Click the Edit button. The Accept changes of Purchase Order screen displays next 1 2 104

Close a Consultant/IC Accept/Edit Print/Upload Close a If the contract termination differ form the contract closing date you need to reflect the actual contract termination. This is essential for the HR contract to calculate the exact duration of each contract. The steps to change the contract date are as follows: 1 2 Click the Item tab Click the Detail button 1 2 105

Close a Consultant/IC Accept/Edit Print/Upload Close a 3 4 Change the contract closing data in the General Data tab Click the Order button to restart the approval process 3 4 3 106

Close a Consultant/IC Accept/Edit Print/Upload Close a 5 6 7 Navigate to the Display Purchase Order screen, once the contract return approved form the Certifying Officer Click the Complete button Click the OK button 5 6 7 107

Service Receipt Process Once the service has been rendered by the Consultant/IC in accordance with the payment conditions stipulated in the contract, the Requisitioner needs to create a Service Entry Sheet. This process records the performance of the services rendered. An SES must be approved before the payment for the Consultant/IC service can be processed and UN can pay for the service received. After the process is complete, an AP Approver will verify the acceptance of the SES through the self-billing report and will post the payment from the report. Requisitioner (Consultant/IC Services) Approver (Consultant/IC Services) Master Data Maintainer HR Partner Create Shopping Cart Approve/ Reject Shopping Cart Create/ Maintain BP Record Create Consultant/IC HR Approver Requisitioner (Consultant/IC Services) HR Approver AP Approver AP Approver Approve Consultant/I C Create a Service Entry Sheet Approve a Service Entry Sheet Review Payments Post Payments Note: This content is covered in the Umoja Service Receipt course and is performed by the Requisitioner in Umoja ECC. 108

Activity 4 Transaction Name: Accept or Edit an HR Link to the uperform simulation: http://unsapuperform.umoja.un.org/gm/folder- 1.11.4583?originalContext=1.11.4580 109

Learning Checkpoint 1 If the HR Partner clicks the Accept button on the Accept Changes to Purchase Order screen, then which of the following changes can be made to the contract? Select the correct option. A. No changes can be made B. Value of the contract can be changed C. Term of the contract can be changed D. Attachments can be added to the contract 110

Learning Checkpoint 1 If the HR Partner clicks the Accept button on the Accept Changes to Purchase Order screen, then which of the following changes can be made to the contract? Select the correct option. A. No changes can be made B. Value of the contract can be changed C. Term of the contract can be changed D. Attachments can be added to the contract Option A is the correct answer. After the HR s Approver s decision is accepted, no changes can be made to the contract. 111

Module 3 Summary The key points covered in this module are listed below: The HR Partner can accept or edit the rejected contract The HR Partner can resubmit the rejected contract for approval after editing The HR Partner can close a Consultant/ IC contract The HR Partner can display and review a Service Receipt (SES) created by a Requisitioner before it is approved by the HR Approver 112

Module 4 Objectives After completing this module, you will be able to: Explain the reports available in the Managing Services of Consultants and Individual ors process 114

Reports There are a number of reports available in Umoja ECC and SRM that can be used by the HR partner and the Approver of HR contract in the Managing Services of Consultants and IC process. Let us now see how to generate reports for Consultants and IC's in Umoja ECC. 115

Generate Report The following report in ECC is available both to the HR partner and the Approver of HR contract. The steps to access the ECC reports available in Umoja are as follows: 1 2 Enter the T-code ME2L in the Command field Click the Enter icon 2 1 116

Generate Report 3 4 5 6 Click the Get a Variant icon Select the relevant IC/Consultant report Click the Enter icon Click the Execute icon 6 3 4 5 117

Generate Report 7 Review the information and click the Account Assignment icon 7 118

Generate Report 8 9 10 11 Review the Fund Centre information Click the Spreadsheet icon to download the file in excel format Select the Select from all Available Format radio button Click the Enter icon 9 8 10 11 119

Save Report 12 Choose the target location and click the Save button 12 120

Purchase Order Details Report The following report in SRM is available to the HR Partner and Approver The steps to access the SRM reports available in Umoja are as follows: 1 2 Click Procurement in the Umoja SRM Home page Click the Reports tab 1 2 121

Purchase Order Details Report 3 Click the Purchase Order Details link to view the BW Independent Reports 3 122

Purchase Order Details Report 4 Populate the Quick Criteria Maintenance in the Shopping Cart Details window to direct your search (for example, Timeframe: 30 days, Product Category: 8011170 = Individual ors) 5 Click the Apply button 4 4 5 123

Click on one of the dynamic links to open the Purchase Order 6 Purchase Order Details Report 6 1 124

Purchase Order Details Report The steps to export the generated report are as follows: 1 2 Click the Export button Select the Export to Microsoft Excel in the dropdown menu 1 2 125

Purchase Order Details Report 3 4 5 6 Click the Save button Select Save as form the Save drop-down list Select file format, target destination and name Repeat the procedure for the other BW Independent Reports 4 3 5 126

Learning Checkpoint 1 Which T-code is used to generate a report on Consultant/IC contract number and BP number? Select the correct option. A. ME2L B. ME0P C. TK0L D. SV0L 127

Learning Checkpoint 1 Which T-code is used to generate a report on Consultant/IC contract number and BP number? Select the correct option. A. ME2L B. ME0P C. TK0L D. SV0L Option A is the correct answer. The T-code ME2L is used to generate a report on the Consultant/IC contract number and BP number. 128

Module 4 Summary The key points covered in this module are listed below: Some reports in ECC are available both to the HR Partner and the Approver of HR contract Shopping Cart Details Report is available only to the HR Partner The T-code used to generate a report is ME2L The reports can be exported to Microsoft Excel 129

Agenda Course Introduction Module 1: Create HR Module 2: Approve HR Module 3: Accept or Edit HR Module 4: Reports Course Summary Course Assessment Course Survey 130

Course Summary The key points covered in this course are listed below: There are two key roles involved in the Managing Services of Consultants and Individual ors process, each with their own unique responsibilities: HR Partner and the HR Approver There are five steps involved in created an HR contract: Find and Review Shopping Cart Extract Index Number in the All Person Database Request to create a BP record Verify BP record and BP contractual history Create HR contract After an HR contract has been created it needs to be approved. The HR Partner can edit and close a contract any time is required There are a number of reports available in Umoja ECC and SRM available to the HR Partner and the HR Approver to monitor and report on the Requesting Services of Consultants and ICs process 131

Course Assessment Now that you have completed all the modules in this course, you can test your knowledge by completing the Course Assessment. To receive credit for completing this course, you must pass this assessment with a minimum score of 90%. To complete the assessment you must return to the Learning Management System: 1. Log into Inspira 2. Navigate to Main Menu -> Self-Service -> Learning -> My Learning 3. Search for the name of the course under the My Learning Activities section 4. Click Start link of the course assessment 5. Click Submit button once you have completed the assessment 133

Course Survey Your feedback is important to the continuous improvement of our training program. Please complete the evaluation for this course using the following steps: 1. Log into Inspira 2. Navigate to Main Menu -> Self-Service -> Learning -> My Learning 3. Search for the name of the course under the My Learning Activities section 4. Click Start link of the course survey 5. Click Submit button once you have completed the course survey 135

Congratulations! You have successfully completed the Umoja Managing Services of Consultants and Individual ors course. 136